Senior Finance and Operation Manager

Company Business Nature

A regional non-profit women's organization focusing on advancing women's health, rights, and

empowerment.

Position(s) Hiring

Senior Manager, Finance and Operations

Working Day/ Hour / Location

• Monday to Friday, 9AM to 6PM
• Brickfields, Kuala Lumpur

Job Scope

Operations Management and Leadership

• Develop effective and relevant operational strategies in accordance to the strategic plan.
• Contribute to the development of strategic goals and objectives as well as the overall management of the organisation.
• Ensure high quality of operations planning, monitoring and implementation.
• Advise the Executive Director and other key members of senior management on resources planning, budgeting, cash flow, and policy matters.
• Support the Executive Director on reporting to the board and the management team on the financial and audit matters; and present updated and critical financial matters at management and Board of Directors meetings.
• Monitor quality and regularity of operations due diligence mechanisms: board of directors meetings, QPRs, annual report and donor reporting.
• Maintain continuous lines of communication, keeping the Executive Director informed of all critical issues in operational matters.
• Oversee operations delivery by providing consistent supervision and support to manager and senior officer.
• Develop strategies and supporting the functions of operations section in ensuring effective implementation of operational matters.
• Establish consistent, objective operational performance standards of accountability.
• Authorise and be a signatory to letters of agreement, contracts, TOR with consultants,and management and financial documents.
• Represent externally, as necessary, particularly in banking and other operational matters.
• Leads on planning and resource acquisition for organisation: works with the Programmes Director and the programme teams on resource acquisition and allocation. Assist the Executive Director to ensure that organization is adhering to the strategic plan and delivering status reports of the operations to the board.
• Provide analytical support to internal management team including development of internal management reporting capacities.
• Fulfil donor obligations and as per contractual agreements.
• Oversee operational accounting, grants payment processing, and payroll in accordance to statutory requirements.
• Oversee the administrative operations ensuring compliance to the legal requirements.
• Assist the Executive Director to satisfy legal requirements and oversee liaison with the Company Secretary and external auditors.
• In consultation with the Executive Director, to respond to requests for technical assistance, consultancy or advice or to facilitate a response by others.

Team Development and HR Management

• Supervise manager and senior officer, and mentor administrative, finance and HR team while providing effective guidance and support, especially with regard to operational implementations, policy priorities, and strategic approaches across teams.
• Oversee, and direct the work of the, administration, finance and HR teams.
• Promote a culture of high performance and continuous improvement that values learning and a commitment to quality.
• Set and uphold institutional work culture and create a positive and healthy work environment.
• Design succession plans for key talents and key job positions.
• Leads in personnel recruitment and development of orientation, training and personnel appraisal systems and practices for all staff, and other senior staff when necessary.
• Develop and implement a system to evaluate the skill, experience, and identify professional development needs of all staff.
• Develop and implement a system of 360-degree annual performance appraisals and salary adjustments.
• Work with staff to develop objective performance measurements across all operational teams, to ensure consistent, high-quality evaluation and goal setting for all staff.
• Enable effective operational implementation through inter-team collaborative work.• Instil a sense of accountability among staff to ensure alignment to organization performance standards.

Relationship Building, Partnership and Networking

• Oversee and carry out effective working relations with relevant operations stakeholders.
• Manage and encourage development and links with external parties in relations to operations.
• Build and maintain partner base and ensure effective and strategic relationship with partners for effective operations management.
• Ensure visibility of programmes and sharing of knowledge and experiences with donors.
• Cultivate existing relationships with stakeholders including donors with the goal of ensuring sufficient resources.

Financial Management and Resource Mobilisation

• Work with senior management on developing organisational strategic plan and annual budgets.
• Develop fundraising targets for the year, identifying specific donors/sponsors/grant makers and securing the same in a timely manner.
• Review organisational finances; propose corrective measures on overspending and under spending and re-allocation of resources in an effective manner, and submission of donor reports.
• Review and approve financial statements, organisational activity reports, financial position forecasts, annual budgets, and/or reports required by regulatory agencies.
• Ensure audits of organization's accounts and financial transactions are in compliance with national requirements and statutes.
• Develop and maintain relationships with tax consultant, external auditors, fund managers,
• financial institutions, donors, partner organisations, suppliers and government bodies in order to facilitate financial activities.
• Leads the development of funding proposals, submissions or tenders, in collaboration with the Executive Director, Programme Director, Project Manager, and/or appropriate staff members.
• Monitor the organisation's financial position and make short-term and long-term recommendations for financial economy and sustainability.

Policy Development and Strategy

• Lead, guide and oversee development of operational and financial strategies with the Executive Director and senior management are in line with the strategic plan.
• Develop policies and Standard Operating Procedures that enable staff to implement operational management effectively.

Requirement

• A minimum of a Master's degree in relevant disciplines.
• Minimum 10 to 15 years experience in a senior management role ideally with a regional or international organisation.
• Some understanding of SRHR, gender, feminism, and human rights and knowledge and familiarity with development issues in the Asia Pacific region.
• Excellent written, verbal and presentation skills (fluency in English is essential; knowledge of other UN languages and Asia-Pacific languages is a plus).
• Proven track record of success facilitating progressive programmatic changes and development within a growing organization.
• Strong mentoring, coaching experience to a team with diverse levels of expertise.
• Strong project management skills managing complex, multifaceted projects resulting in measurable successes and program growth.
• Exceptional written, oral, interpersonal, and presentation skills and the ability to effectively interface with Board of Directors, Senior Management, Staff and Stakeholders.
• Willingness to travel. (up to 10% of one's time)